Medical Office Manager
hace 15 días
Miami
Job DescriptionDescription: Reports to: Clinic Director / COO Department: Clinic Operations & Patient Experience Location: PT Now Kendall Role Description & Mission The Office Manager ensures the smooth, compliant, and efficient daily operation of PT Now clinics. This role embodies Purpose-Driven Leadership and Bold Accountability by managing staff, overseeing compliance requirements, and ensuring administrative and operational excellence. The Office Manager champions growth, profit, and culture — driving clinic performance while building a team environment that reflects PT Now's values. The mission of this role is to: • Provide leadership and structure so the clinic team consistently delivers on PT Now's mission: to provide high-quality, accessible rehabilitation services that transform lives., • Champion clinic growth by supporting patient acquisition, retention, and referral development., • Drive profitability through operational efficiency, billing accuracy, and resource management., • Build and sustain a values-driven culture where staff are engaged, accountable, and aligned with PT Now's Core Values., • Maintain compliance with all regulations, licenses, and internal standards., • Support financial integrity by ensuring accuracy in billing, payroll reporting, and patient documentation., • Lead staff in alignment with PT Now's Core Values: Purpose-Driven Leadership, Relentless Integrity, Service Before Self, Bold Accountability, Urgency with Impact. Key Performance Indicators (KPIs) • Compliance Accuracy: 100% of licenses, employee files, and documentation current., • Patient Chart Audit Accuracy: = 95% compliance in demographic and documentation audits., • Staff Performance: 100% of employees complete annual reviews on time., • Operational Efficiency: Weekly and monthly reports submitted 100% on time., • Facility & Equipment Compliance: All logs updated with zero missed maintenance deadlines., • Patient Experience: = 4.8/5 average satisfaction rating for overall clinic experience., • Clinic Growth Metrics: Patient volume, new patient acquisition, and referral source development., • Profitability Indicators: Billing accuracy, collections rate, and operational cost management., • Culture & Engagement: Staff retention rate and team engagement scores. Scope of Work Leadership & Staff Management • Supervise front desk staff and oversee daily office flow., • Verify and report payroll hours to accounting., • Conduct weekly staff meetings and biweekly provider hours reporting to corporate HR., • Attend Company Trainings, Meetings and Events., • Manage time-off requests, vacation coverage, and staffing needs., • Issue write-ups and handle patient complaints professionally., • Ensure staff are on time, in uniform, and upholding PT Now standards., • Foster a culture of accountability, recognition, and team excellence., • Maintain compliance with HIPAA, AHCA, and all local/state requirements., • Ensure all employee files are complete and current (applications, ID, background checks, fingerprints, etc.)., • Keep Policies & Procedures manual updated and accessible., • Track employee annual reviews., • Verify billing review logs signed by Medical Director and returned., • Confirm billing is submitted timely/current., • Submit monthly and weekly reports to leadership., • Monitor clinic financial performance and identify opportunities to improve profitability., • Audit charts for complete documentation and accurate billing., • Ensure insurance eligibility is on file and accurate., • Oversee maintenance agreements and ensure equipment is calibrated and cleaned., • Support a world-class patient experience by ensuring operational smoothness., • Keep office clean, organized, and professional at all times., • Drive growth by supporting marketing initiatives, referral development, and new patient onboarding excellence., • Protect profit through operational efficiency, accurate billing, and smart resource management., • Leadership: Ability to manage, coach, and hold staff accountable., • Organization: Skilled at balancing multiple tasks, deadlines, and compliance requirements., • Communication: Clear, professional communication with staff, patients, and leadership., • Compliance Knowledge: HIPAA, AHCA, licensing, and medical records requirements., • Technical Proficiency: EMR software (IKON), Microsoft Office, scheduling systems., • Problem-Solving: Proactive in identifying and correcting issues in operations or compliance., • Business Acumen: Understanding of clinic metrics, profitability drivers, and growth strategies., • Alignment with Core Values in all actions. Ideal DISC Profile High S / High C with Moderate D: • High S: Steady, reliable leadership presence for staff., • High C: Accuracy and detail focus for compliance and reporting., • Moderate D: Confidence to enforce accountability and resolve conflicts.